1. Lesson 24
Managing and Reporting
Database Information
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 4th Edition
1
Morrison / Wells

2. Objectives
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Lesson 24
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2
Create a form using the Form button and
using the Form Wizard.
Enter and edit data in a form.
Sort table data in Datasheet view.
Find and replace table data in Datasheet
view.
Create a query using the Query Wizard.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

3. Objectives (continued)
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Lesson 24
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Create a report using the Report Wizard.
Preview and print a report.
Create mailing labels using the Label Wizard.
3
Morrison / Wells
CLB: A Comp Guide to IC3 4E

4. Vocabulary
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Lesson 24
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form
query
report
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Morrison / Wells
CLB: A Comp Guide to IC3 4E

5. Creating a Form
Lesson 24
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5
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You can create a form, a database object
that provides a more convenient way to enter
and edit data.
Creating a Form Using the Form Button
All the fields from the table or query are
included on the form, and the form is
predesigned.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

6. Creating a Form (continued)
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Lesson 24
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Creating a Form Using the Form Wizard
The Form Wizard makes it easy to create a form with
your preferences because it prompts you to select
the fields and the form layout for the new form.
6
Morrison / Wells
CLB: A Comp Guide to IC3 4E

7. Entering and Editing Data in a Form
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Lesson 24
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Entering data in a form is similar to entering data
in a table in Datasheet view.
Use Tab and the arrow keys to move the
insertion point among the fields.
Navigation buttons are available at the bottom of
the form.
When you enter or edit a record in Form view,
Access automatically updates the records in the
table.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

8. Sorting Table Data in Datasheet
View
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Lesson 24
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8
Ascending order sorts alphabetically from A to Z
and numerically from the lowest to the highest
number.
Descending order sorts alphabetically from Z to
A and numerically from the highest to the lowest
number.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

9. Finding and Replacing Table Data
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Lesson 24
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9
Finding Data
The Find command provides a quick and
easy way for you to locate specific records or
find certain values within fields.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

10. Finding and Replacing Table Data
(continued)
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Lesson 24
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10
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Using the Replace Command
The Replace command locates the search
text and replaces it with new text that you
specify.
You should use the Replace All option only
when you are confident about making all the
replacements without reviewing them first.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

11. Creating a Query
If you have a large database, and several records
contain the value you are searching for, you can
create a query: a database object that enables you
to locate multiple records matching specified criteria.
Lesson 24
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11
Morrison / Wells
CLB: A Comp Guide to IC3 4E

12. Creating and Printing a Report
Lesson 24
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A report is a database
object that allows you
to organize,
summarize, and print all
or a portion of the data
in a database.
The Report Wizard
provides an easy and
fast way to create a
report.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

13. Creating Mailing Labels
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Lesson 24
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Because databases often contain data regarding names and
addresses, it is common to create mailing labels based on the
database information.
When you use the Label Wizard, you can customize the layout
of the fields that controls how the data appears on the label.
13
Morrison / Wells
CLB: A Comp Guide to IC3 4E

14. Lesson 24
Summary
14
In this lesson, you learned:
 You can create a form object using the Form button
or the Form Wizard. The Form Wizard helps you
create a customized layout for entering data.
 Entering and editing data in a form is similar to
entering data in a table in Datasheet view. You use
the same navigation buttons to move from one
record to another.
 You can sort records in Datasheet view in either
ascending or descending order.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

15. Summary (continued)
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Lesson 24
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15
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The Find command can save you time looking for
records and specific values in a table.
The Replace command can save you time finding
and replacing specific text. You can choose to
replace text in individual occurrences or all at
once.
You can create a query to find field data for
records that match specified criteria. You can use
the Query Wizard to create the query, and then
you can identify criteria to retrieve specific data.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

16. Summary (continued)
Lesson 24
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16
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A report allows you to organize, summarize, and
print all or a portion of the data in a database. You
can choose the Report Wizard to guide you
through the process of creating a report.
After creating a report using the Report Wizard,
you can review the report in Print Preview before
sending it to the printer.
When you want to create mailing labels, you
create a report object using the Label Wizard.
Morrison / Wells
CLB: A Comp Guide to IC3 4E